Revenue

AI sends smart reminders, captures cancellations, and rebooks no-show slots in Kareo automatically

Stop losing revenue to no-shows. AI sends pre-visit reminders, captures cancellations in real time, and rebooks open slots to callers on a cancellation waitlist—all synced to Kareo.

AI sends automated appointment reminders 24 hours and 2 hours before visit time
Caller can confirm appointment, reschedule, or cancel during reminder interaction
Cancellations flagged in Kareo and slot immediately offered to waitlist callers
Rebooked appointments write to Kareo calendar in real time
No-show analysis tracked: which patients, times, and providers for root-cause review
Optional: AI can ask rescheduling reason to inform practice patterns

How it pays back

Fewer no-shows, more filled appointment slots

Proactive reminders confirm patients are coming. When a cancellation occurs, the AI immediately contacts waitlist candidates and refills the slot. Your Kareo schedule stays populated; revenue doesn't evaporate.

Cancellations are captured instantly, not discovered at visit time

If a patient cancels during the reminder call, Kareo is updated right away. No more finding out at check-in that a chart is obsolete. Your schedule reflects reality.

Rebooked appointments reduce same-day gaps

When a cancellation opens a slot, the AI works through your waitlist and books next-best candidates in seconds. Fewer empty chairs; more revenue per day.

Data-driven no-show insights for your practice

Review which appointment types, times, and patient segments have the highest no-show rate. Use Kareo reporting plus AI interaction data to adjust scheduling, payment policies, or staffing.

Cancellations updated in Kareo immediately

No gap between cancellation call and chart update

Waitlist callbacks triggered in seconds

Open slots rebooked before your team notices the cancellation

No-show patterns logged and reportable

Kareo integration includes summary data for practice analysis

Frequently asked questions

How does the AI know which patients are on a waitlist?

You maintain a waitlist in Kareo or a connected system. The AI is configured to check that list when a cancellation occurs and contact waitlist candidates in priority order.

What if a waitlist patient doesn't answer during the rebooking call?

The AI leaves a voicemail or sends a text with the open appointment details and a link to confirm. If they don't respond, the AI moves to the next waitlist candidate.

Can patients confirm or reschedule during the reminder call?

Yes. The AI offers confirmation, rescheduling, or cancellation during the reminder interaction. Any change updates Kareo in real time.

What information do we get about no-show reasons?

The AI can ask during the reminder or cancellation call. Reasons (forgot, transportation, illness, cost) are captured in the AI summary and returned to your team for review and logging in Kareo for analysis.

Can we customize reminder timing?

Yes. You configure reminder frequency: 24 hours before, 2 hours before, or both. You can also set specialty-specific timing (e.g., surgery reminders 48 hours out).

Do reminders work for Kareo multi-location practices?

Yes. The AI respects Kareo location and provider settings, sending reminders per each clinic's schedule and timezone.

Bring this to your practice

See how MedReception AI handles after-hours calls, scheduling, intake, and patient communication for medical practices like yours.

Book a Demo Contact Us

Want the numbers first? See plans and pricing